2019 start of school makeup summit - washington, d.c....makeup summit monday, august 5, 2019...

2019 Start of School Makeup SummitMonday, August 5, 2019

#OSSEStartofSchool

Updated Duplicative Enrollment Resolution Policy and ProcessOffice of the Enrollment and Residency• Aaron ParrottDivision of Data, Assessment, and Research• Paul Corbett

2019 Start of School Campaign Priorities

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Audience• LEA Data Managers• LEA Enrollment Audit POCs

Goal• Reduce the overall number of duplicative student enrollments

at the start and throughout the school year• Have one process for resolving all duplicative enrollments

How We’ll Get There• New duplicative enrollment application• New duplicative enrollment policy• Resolution on a rolling basis

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Session Agenda

Time Activity

5 minutes Opening + Objectives

10 minutes Policy and Process Overview

25 minutes Duplicative Hierarchy

10 minutes Forced Fun

10 minutes Appeals Process

10 minutes Q + A

2 minutes Closing + Next Steps

#OSSEStartofSchool

By the end of this session, participants will understand:

Session Objectives

3. Responsibility of LEA in resolving duplicative enrollments

2. How the new policy and process will work for SY19-20

1. The new Deduplication Resolution Policy and Process

5 Things YOU Should Know

Duplicative enrollments will be uniformly resolved throughout the year

New application created to resolve duplicative enrollments

OSSE determines enrollment and LEA is responsible to appeal

LEAs responsible for review of duplicative determinations 4 times a year

Adult LEAs will be a part of the application but not the new policy or process

#OSSEStartofSchool

Policy and Process Overview

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Create a year-round deduplication resolution process• In the past, duplicative enrollment was handled in different ways

at different points in the year – Enrollment Audit, Assessment, End of Year

Increase efficiency for LEAs and OSSE in resolving duplicative enrollments• Automating part of the resolution process allows for less action

to be taken by the LEA and OSSE.

Goals of updated policy

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• Used audit time-frame snapshots of school years 2017-18 and 2018-19 to test

• Correctly predicted the determined enrollment in a vast majority of cases

• Between both years, less than 75 audit determinations were incorrectly attributed out of over 175,000 student enrollments

• Adding attendance data to perform “tie-breakers” significantly reduced number of manual-review cases

Analysis informing policy

What’s New for Deduplication?

#OSSEStartofSchool

Previously Starting SY19-20

• Different processes for duplicative enrollments depending on the time of year

• No single place for notification and resolution of duplicative enrollments

• Audit enrollments required action from LEAs in most cases

• Deduplication only considered a few factors when making a determination

• Deduplication process over whole year handled during limited Data Validation time window

• A single policy that applies to the entire school year

• A new application designed to handle all duplicative enrollments between LEAs

• Automated determinations to resolve duplicative enrollments faster

• Separate but aligned with the Enrollment Audit

• Duplicative appeals will occur four times a year

• Adult LEAs will use the application but adult LEA specific policy remains the same as SY18-19

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• The new policy draws a lot from the current Deduplication Resolution Process being used during data validation

• Deduplication Resolution Process will expand to incorporate a Duplicative Hierarchy structure for making enrollment determinations in cases of duplicative enrollment, with subsequent tie breakers to allow for a determination

• This process will be mostly automated and will be supported by a new application that OSSE is currently constructing

• An appeals process will be instituted for LEAs to change determinations in the limited cases where the process comes to a potentially incorrect determination

Deduplication Resolution Process

OSSE Deduplication Resolution Process

makes an enrollment determination

LEA reviews determination and submits appeal if

necessary

OSSE reviews appeal and updates

determination

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Deduplication Resolution Process applies to:• Stage 5 enrollment for the same student in two or more

different schools within the same LEA (no appeal needed)• Stage 5 enrollment of the same student in two or more schools

in different LEAs

The process does not apply to:• Any enrollment in stage 4 or below• Duplicative enrollments with CBOs• Duplicative enrollments with Adult LEAs (in app but different

process)• Duplicative enrollments at the same school within the same LEA

Who does this affect?

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March 2019• Policy reviewed and discussed at LEA Data Managers meeting

June 2019• Policy details released in full and located on the OSSE website• Presentation at the Start of School Summit on the new policy and process

September 2019• To support the updated Deduplication Resolution Process, a new application

will be released for the 2019-20 school year• Application trainings will be held

Monday after Labor Day, 2019• The new application will go live and begin nightly assessments of duplicative

enrollments and determinations

Implementation of policy and process

Deduplication Resolution Process: Duplicative Hierarchy

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• This hierarchy is already used in the deduplication resolution process

• Uses information from Stage 5 enrolled students records

• Incorporates 4 levels that act as sequential tie-breakers

• If all items are true for both schools at the highest level, then the next level is used to attempt breaking a tie, and so on

Summary of Duplicative Hierarchy

Level 1: Enrollment and Withdrawal Data

Level 2: Attendance

Level 3: Continuous Education

Level 4: Updates to Student Characteristics

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Summary of Duplicative HierarchyLevel Name Description

Level One Enrollment & Withdrawal

A review of the overlapping enrollment and fully contained enrollment to correct the withdrawal so that it does not overlap with the entry date of the student’s enrollment in another school.

Level Two Attendance A review of the student’s active attendance percentage to provide enrollment credit to the school with the highest percentage.

Level Three Continuous Education

A review of the student’s prior school and/or LEA of attendance to provide enrollment credit to the school that continues to educate the student from the previous school year.

Level Four Updates to Special Characteristics

A review of updates to the student’s demographic record to identify the school with an active engagement in the student record, which will receive the enrollment credit.

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Level 1 – Enrollment and Withdrawal Date

EXAMPLE: Fully contained enrollment 1• The student is identified with a continuous enrollment in School A and an

enrollment and then withdrawal in School B

1 In this example, up until 10/3, the deduplication resolution process would be governed by Overlapping Enrollments

SIS Entry Data SIS Exit Date

School A 9/9/2019 10/15/2019

School B 9/15/2019 10/3/2019

Enrollment Credit Entry Date Enrollment Credit End Date

School A 9/9/2019 10/15/2019

School B No enrollment credit

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EXAMPLE: Overlapping enrollments• The student is identified with enrollment and then withdrawal at School A

and an enrollment date at School B

• For enrollment and withdrawal to be valid, the student record must have a valid entry code and date, or a valid withdrawal code and date

SIS Entry Date SIS Exit DataSchool A 9/9/2019 12/14/2019School B 11/15/2019 1/15/2020

Enrollment Credit Start Date Enrollment Credit End DateSchool A 9/9/2019 11/14/2019School B 11/15/2019 1/15/2020

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Exceptions – Assessment School (example)• Fully contained duplicative enrollments covering the assessment period are

valid for the day the student participated in the statewide assessment• Enrollments that partially overlap and contain an assessment date, the

assessment school will receive the enrollment credit for the day the student participated in the statewide assessment

SIS Entry Date SIS Exit DateSchool A 9/11/2019 6/1/2020School B 5/1/2020 6/15/2020

Enrollment Credit Start Date Enrollment Credit End DateSchool A (Assessment school) 9/9/2019 4/30/2020

School B 5/1/2020 5/1/2020School A (Assessment school) 5/2/2020 5/2/2020

School B 5/3/2020 6/15/2020

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• When there are no withdrawal dates the deduplication resolution process reviews attendance

• Most initial determinations will start at Level 2 and are reassessed as additional information about withdrawals is collected

• OSSE looks for an active attendance record during the 15 school days prior to each day of the duplicative enrollment

• This 15-day period is a sliding window that moves with each new day of the duplicative enrollment

• An active attendance record requires varying attendance codes for the specified 15-day period

• If both schools have an active attendance record for the student, then the process will consider the percentage of active attendance with higher active attendance receiving the enrollment credit

Level 2 – Attendance

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Level 2 – Attendance

Attendance Code Name Active Attendance Codes

Inactive Attendance Codes

Present Full Yes1 NoPresent Partial Excused Yes NoPresent Partial Unexcused Yes NoPresent - In School Suspension Yes NoAbsent - Out of School Suspension Yes NoAbsent - Adult Ed No Session N/A N/AAbsent Partial Excused Yes NoAbsent Partial Unexcused Yes NoAbsent Full Excused Yes NoAbsent Full Unexcused No Yes

115 day straight period of Present Full will count as inactive for negative attendance LEAs

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Level 2 – Attendance (Example)School A School A

Active Attendance

School B School B Active

AttendanceDay 1 Present Partial Excused Yes Absent Full Unexcused NoDay 2 Present Partial Unexcused Yes Absent Full Unexcused NoDay 3 Absent Full Unexcused No Present Full YesDay 4 Present Partial Unexcused Yes Present Partial Excused YesDay 5 Present Partial Unexcused Yes Absent Full Unexcused NoDay 6 Present - In School Suspension Yes Absent Full Unexcused NoDay 7 Absent Full Unexcused No Absent Full Unexcused NoDay 8 Absent Full Unexcused No Absent Full Unexcused NoDay 9 Present - In School Suspension Yes Present Full YesDay 10 Present Partial Excused Yes Present Partial Excused YesDay 11 Present Partial Unexcused Yes Absent Full Unexcused NoDay 12 Absent Full Unexcused No Present Full YesDay 13 Absent Full Unexcused No Absent Full Unexcused NoDay 14 Present Partial Unexcused Yes Absent Full Unexcused NoDay 15 Present - In School Suspension Yes Absent Full Unexcused NoTotal # Active Attendance

10 5

Total # Student School Days

15 15

Active Attendance %

66.67% 33.33%

Determination Enrollment Credit No Enrollment Credit

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Level 3 – Continuous EducationIf all aspects of the enrollment are the same up until this point, then the student’s enrollment at the end of the previous school year is used.

• Example: LEA A and LEA B enrolled the same student for the current year and the deduplication resolution process is currently tied. In this example, LEA A would receive the enrollment credit as the student was enrolled in that LEA previously

LEA A LEA BSY18-19 Data Validation Certified Enrollment Yes NoEnrollment Credit Yes No

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Level 4 – Updates to Student Characteristics

• In the final level, the deduplication resolution process will review updates to the student’s characteristics for the current school year

• While both LEAs/schools will not be able to change student characteristics in OSSE data systems, OSSE is able to see submitted changes and record the actions for the purposes of this process

Updates to the following characteristics will be used to determine enrollment:Student Characteristic Data SystemFirst or Last name SLEDAddress SLEDDate of birth SLEDGender SLEDRace SLEDEthnicity SLEDEnglish Learner Status Screener recordsSWD Status Special Education Data System (SEDS)First Ninth Grade Year SLED

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Adult LEAs will continue to follow the following ranking order for determining 1. Programs leading to a high school diploma 2. Programs leading to a GED3. If there is no high school diploma or GED program then the average number

of hours the student spends in the program

In cases where the student is enrolled in two programs of the same type:1. Student-signed affidavit2. Attendance records3. Schoolwork

Notification and submission of documents will be handled through the new application but no automatic determination will occur. Submission of documents will follow the same timelines as the Deduplication Resolution Process

Adult LEAs

Forced Fun

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• Assuming that today is 10/18/2019, what is the correct enrollment determination for the scenario below?

Forced Fun – Case 1


School A 9/9/2019 10/15/2019

School B 9/15/2019 -

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• Answer:

Forced Fun – Case 1 (cont.)


School A 9/9/2019 10/15/2019

School B 9/15/2019 -

Enrollment Credit Start Date Enrollment Credit End DateSchool A 9/9/2019 9/14/2019School B 9/15/2019 -

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• The next day, 10/19/2019, School B updates their SIS. Now, what is the correct enrollment determination for the scenario below?



School A 9/9/2019 10/15/2019

School B 9/15/2019 10/9/2019

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• Answer:


Enrollment Credit Start Date Enrollment Credit End DateSchool A 9/9/2019 10/15/2019School B No Enrollment Credit


School A 9/9/2019 10/15/2019

School B 9/15/2019 10/9/2019

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Original enrollment determination:

Through the appeals process, School B submits documentation indicating school work for the student from 9/15/2019 through 10/7/2019 while School A submits a record of a disciplinary action on 10/9/2019. How does this affect the enrollment determination?



School A 9/9/2019 10/15/2019

School B 9/15/2019 10/9/2019


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Original enrollment determination:

Through the appeals process, School B submits documentation indicating school work for the student from 9/15/2019 through 10/7/2019 while School A submits a record of a disciplinary action on 10/9/2019. How does this affect the enrollment determination?

Answer:



School A 9/9/2019 10/15/2019School B 9/15/2019 10/9/2019


Enrollment Credit Start Date Enrollment Credit End Date

School A 9/9/2019 9/14/2019School B 9/15/2019 10/7/2019School A 10/8/2019 10/15/2019

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Forced Fun – Case 2


School A 9/9/2019 12/15/2019

School B 12/15/2019 -

School C 12/15/2019 -

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Assuming that today is 4/26/2020, what is the correct enrollment determination for the scenario below?

Answer:

Duplicative hierarchy would then move to Level 2 – Attendance



School A 9/9/2019 1/7/2020

School B 12/15/2019 -

School C 12/15/2019 -

Enrollment Credit Start Date Enrollment Credit End Date

School A 9/9/2019 12/15/2019

School B Unable to determine with information on-handSchool C

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• Schools A, B, and C have the following attendance records submitted to OSSE. What is the correct enrollment determination for April 20th, 2020?


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School A(Negative Attendance)

School B(Positive Attendance)

School C (Negative Attendance)

April 1st - Absent Full Unexcused Present FullApril 2nd - Absent Full Unexcused Absent Full UnexcusedApril 3rd - Present Full Present FullApril 4th - Present Partial Excused Present FullApril 5th - Present Full Present FullApril 6th - Absent Full Unexcused Present FullApril 7th - Absent Full Excused Present FullApril 8th - Present Full Present FullApril 9th - Present Full Present FullApril 10th - Present Partial Excused Present FullApril 11th - Absent Full Unexcused Present FullApril 12th - Present Full Present FullApril 13th - Absent Full Unexcused Present FullApril 14th - Present Partial Excused Present FullApril 15th - Absent Full Unexcused Present FullApril 16th - Present Full Present FullApril 17th - Absent Full Unexcused Present FullApril 18th - Present Full Present FullApril 19th - Absent Full Unexcused Present FullApril 20th - Present Partial Excused Present FullApril 21st - Absent Full Unexcused Absent Full UnexcusedApril 22nd - Absent Full Unexcused Present FullApril 23rd - Absent Full Unexcused Present FullApril 24th - Absent Full Unexcused Present FullApril 25th - Absent Full Unexcused Present FullApril 26th - Absent Full Unexcused Present Full


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• Schools A, B, and C have the following attendance records submitted to OSSE. What is the correct enrollment determination for April 20th, 2020?

• Answer:– School B gets the enrollment credit for April 20th, 2020.


Deduplication Resolution Process:Appeals

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LEA/School Responsibility• The LEA and/or school will need to review the deduplication resolution

determinations as the process makes determinations, throughout the school year

• Appeal windows are specific to the enrollment window

• If an LEA disagrees with a determination, they must appeal the determination within the relevant appeals window

• Once a determination or final determination after an appeal has been made, LEAs are required to update the student’s enrollment record with both entry and exit dates that align with the determination.

• Exception: backdated enrollments that cause duplicative enrollments in periods 2-4 can be appealed in a later appeal window.

• Appeals process only applies to duplicative enrollments in different schools, in different LEAs

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Actions Required

OSSE Duplicative Determination

One LEA disagrees with the

determination

LEAs requests an appeal by 1 of the

4 deadlines

LEA that does not receive student

must update the SIS

OSSE provides an updated

determination by deadline

Both LEAs update SIS to reflect

correct enrollment

Both LEAs agree – Update SIS to reflect correct

enrollment

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Appeals Process DatesAppeals Process Dates:Period Dates of enrollment (SY19-20) LEA

Appeal Deadlin

e

LEA Response Deadline

OSSE Determin

ation

1 Monday after Labor Day – Oct. 11 Oct. 25 Nov. 1 Nov. 8

2 Oct. 12 – Dec. 31 Jan. 16 Jan. 24 Jan. 31

3 Jan 1 – March 2 March 17

March 24 March 31

4 March 3 – June 1 June 5 June 10 June 12

Note: All of the appeals must be completed by the 2nd Friday in June to align with the Data Validation second certification.

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Appeals ProcessIn most cases the deduplication resolution process will resolve the duplicative enrollment and the LEA will just need to update their SIS. If the LEA/school disagrees with the enrollment determination, an appeal can be submitted.

• List of approved documents needed for appeal:

• Once an appeal has been resolved, the associated enrollment dates are locked and cannot be changed by any part of the deduplication process and are not subject to further appeal

Name of Document RequiredDiscipline Records (if applicable)

• Student Name• Date of Discipline

School work • Student name• Date of submission

Quarterly Exam records • Student name• Date of exam

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Appeals ProcessBelow is an example of an appealed determination and change in enrollment credit:• Original data used to make enrollment determination:

• Determination made based on Level 1, fully contained enrollment:

School B appeals determination and submits completed school work for 9/16-10/1, School A submits a record of disciplinary action that occurred on 10/2• Updated determination based on appeal by School B:

SIS Entry Data SIS Exit DateSchool A 9/9/2019 10/15/2019School B 9/15/2019 10/3/2019

Enrollment Credit Entry Date Enrollment Credit End DateSchool A 9/9/2019 10/15/2019School B No enrollment credit

Enrollment Credit Entry Date Enrollment Credit End DateSchool A 9/9/2019 9/14/2019School B 9/15/2019 10/1/2019School A 10/2/2019 10/15/2019

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March 2019• Policy reviewed and discussed at LEA Data Managers meeting

June 2019• Policy details released in full and located on the OSSE website• Presentation at the Start of School Summit on the new policy and process

September 2019• To support the updated Deduplication Resolution Process, a new application

is released for the 2019-20 school year• Application trainings are held and supported by DAR

Monday after Labor Day, 2019• The new application goes live and begins nightly assessments of duplicative

enrollments and determinations

Timeline for implementation

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You can reach out to your LEA Liaison for assistance.

Questions during the Enrollment [email protected]

Contact Information

mailto:[email protected]

Thank you!

2019 start of school makeup summit - washington, d.c....makeup summit monday, august 5, 2019...

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